Nowsta can upload and import your full staff list to the platform for you, saving you the time and hassle of having to manually key in information for each member of staff! 

All you need to do is follow the guide below and return the spreadsheet by emailing it to [email protected]. We can typically load the staff to your account within 1-2 business days.

If you would prefer to add your staff manually, please read this article to see how easy this process is. You can add staff in just a few minutes.

For Nowsta to be able to upload and import your staff list for you,  we require the file to meet some specific requirements.  This Staff List file can be created by your company using the following guide.

Staff List Guide

• Please ensure that the Staff List is downloaded and created using this template so that it is in the correct format for importing into the system: Staff List Template blank

• To download the template you will need to go to File > Download > Comma Separated Values (.csv) 
  

• Once you have this blank template downloaded you can begin adding in your staff information in the correct columns. Please do not make any changes to any of the column headers or formatting and see the Best Practices for a Staff list below.

Best Practices

• Each employee must have a unique email address and phone number within the Nowsta platform.

We highly recommend that workers use a personal email address versus a work email address so that they will always have access to their accounts should they need to reset a password etc.

• If you have a worker who already uses Nowsta with another company, make sure you use that worker's existing email address so that their account will link.

• Please see the list below of required and optional fields, Nowsta can import any of this information for you if it is filled in in the correct column so please reach out to ask if you would like to add an additional column.

• Please do not edit any headers in this spreadsheet or add additional columns without confirmation of what the column header should be.

• Please note that if you add a position rate in your Staff List, this will be listed as a Custom Worker Pay Rate and not a Default Position rate. If you would not like to add custom worker pay rates you can leave the rate column blank and add in a Default Position Pay Rates on app.nowsta.com once your positions are added.

E.g. your Staff List could look like this:

Required Fields:

These fields must be filled in for the worker to be imported:

• First name

• Last name

• Email address (must be unique)

Optional Fields: 

These are optional fields but we highly recommend filling in as much information here as possible to save yourself having to add this information per worker at a later stage:

• Mobile Number (must be unique, please don’t include any punctuation or symbols)

• Nickname (if a worker commonly goes by a different/shortened version of their name. Please note that this Nickname will display across the Nowsta platforms and on all internal reports, but their legal full name will still appear on the Payroll CSV)

• Address 1

• Address 2

• City

• State

• Zip

• Country (If US, can leave empty)

• Tax Status (If employee is 1099, value is "ten99". W2 value is "w2")

• Birth Date (Format for dates is YYYY-MM-DD)

• Start Date (Format for dates is YYYY-MM-DD)

• Positions (Position column numbers have no hierarchy in the staff list import. Positions will always display in alphabetical order on the app, so they can be added in any order. If you have workers with multiple positions you can add their additional positions along their row in chronological order with each position they have appearing in a new Position column.)

• Pay Rates

• Payroll ID Number

• Notes

• Level (1-9 or blank for no level)

• Coordinator (If an employee should be coordinator, the value is "Y". Otherwise, the value is "N" or blank.)

• Tag (none of these should be expiring tags, they can be filled in as below)

• Expiring Tag (if the tag has an expiration date, please only fill in as expiring tag with date)

• Archived (If you would like some of your staff to be imported as inactive, please put a "Y" )

• Country Code

• Org Unit Name (adds the worker to this org unit)

What if my staff information is already on another platform?

No worries! We've listed some of the most common platforms below

Caterease

Please review this article to view how to export a list of your staff information.

Quickbooks

Please open QuickBooks and click File> Utilities > Export > Timer Lists to export a Timer List file, containing your staff list.

We’re always available to help! Please reach out to [email protected] with any questions.